General Administrator (Poland)

Location Rzeszów, Poland (hybrid working – presence in the office twice a week required)

Salary 3500 PLN gross per month (equivalent to 7000 PLN gross per month for a full-time equivalent, FTE)

Job Type Part-Time (20 hours per week), Permanent

Role Summary 

Are you looking to launch a career in a forward-thinking and innovative software company? NewOrbit is looking for a proactive and organised person to provide professional and effective administrative support to our internal teams.

Reporting to the General Manager, your role will be central to the business, helping to provide day-to-day administration services to our Poland team, ensuring everything runs smoothly and efficiently.

The role is available as a part-time position, 20 hours per week, ideally working four hours each weekday during standard business hours. Hybrid working options are available, with the requirement to work from our Rzeszów office twice a week.

About Us 

NewOrbit is a growing team of over 40, based across the UK and Poland, with our head office in Oxfordshire. We create entirely bespoke, highly-scalable web applications for our clients, using the latest technologies, all hosted on Azure. We maintain business-critical systems and market-leading products for hundreds of thousands of users.

With great learning opportunities (including Microsoft certifications) and a social, vibrant working environment, NewOrbit could be your ideal career move.

Responsibilities 

Recruitment and Onboarding Administration:

• Liaise with recruiters, manage job postings, and process incoming applications.
• Arrange interviews, prepare interview schedules, and communicate with candidates.
• Assist with preparing and managing offer letters and onboarding documents for new hires.

Finance, Office, and General Administration:

• Manage bank account operations, including preparing payment transfers for approval by authorised personnel.
• Assist with bookkeeping tasks, including tracking expenses and preparing finance reports.
• Support payroll administration, ensuring accuracy in reporting and filing.
• Handle office management tasks such as stationery procurement, maintaining office supplies, and filing key documents.
• Manage daily email correspondence, prioritising tasks and addressing queries.
• Undertake additional tasks as requested by the General Manager and Business Support Manager, with a focus on efficiency and problem-solving.

Team and Event Coordination:

• Organise team meetings and company events, both in-office and virtual.
• Assist in planning social activities and team-building events, ensuring a well-coordinated schedule.
• Arrange travel and accommodation for team members as needed.

Documentation and Policy Management:

• Write and update Poland-specific processes and company policies.
• Maintain and organise internal documentation, ensuring all team members have access to the latest versions.

Customer Service and Team Support:

• Provide high-quality customer service in all communications with both internal and external clients.
• Support team members with administrative needs, ensuring they have the resources required to perform effectively.

Candidate Requirements 

• English Proficiency: A working proficiency in English is required, both verbal and written, to communicate effectively with international teams.
• Experience: Previous experience in administration or an office environment is advantageous. Experience in planning and coordinating events or meetings is a plus.
• Organisation: Excellent time management, attention to detail, and administrative skills. The ability to multitask, work proactively, and use your own initiative is essential. Problem-solving skills, the capacity to improve administrative processes, and familiarity with document management are also required.
• Flexibility: The role involves a variety of tasks, so reliability and adaptability are key. Strong prioritisation skills are essential.
• Learning Aptitude: We work with various software systems, so good IT literacy (including Outlook, Word, Excel, and cloud-based collaboration tools like SharePoint or Teams) and a willingness to learn are crucial. Basic understanding of financial operations is also beneficial.
• Communication: Strong verbal and written communication skills are essential, as well as the ability to develop professional relationships. A friendly, approachable manner, strong teamwork skills, and the ability to handle sensitive information with discretion are important.

Why NewOrbit? 

Being part of NewOrbit offers much more than just a salary and holiday allowance – we have an excellent benefits package to help you share in our success:

• We offer a competitive salary of 3500 PLN gross per month for this part-time position (equivalent to 7000 PLN gross per month for a full-time equivalent, FTE).
• Hybrid working options (minimum of 1 day per week in the office required).
• Flexible working hours are available to support work-life balance, aiming for 4 hours per day during standard business hours.
• Discretionary Profit share scheme
• Private healthcare
• Activity days & Team-building events
• High-quality equipment, including a top-class laptop and up to three monitors
• Comfortable, ergonomic workspace – both in-office and support for your home office setup

Work with us to: 

Enjoy what you do: We hire smart people who share our drive and pride in our open, sociable team. NewOrbit’s diverse range of clients and projects ensures variety in your role.

Grow your career: NewOrbit offers a supportive environment where you can achieve your potential. We don’t take a ‘one-size-fits-all’ approach, allowing you to shape your role within the company.

Make an impact: We aim to make a positive difference for our clients and team. We value problem-solvers who take pride in their work. If you have ideas for improvement, we’ll listen.

Application Process 

Our recruitment process typically involves two interview stages: an initial phone call and a full interview conducted online. Candidates will be informed of the outcome within two weeks after each stage.

Please send us your CV and any other relevant details to recruitment@neworbit.pl. If shortlisted, we will arrange a call before inviting you for a full interview conducted online.

Please Note:

• This role is based in Poland, and candidates must have the legal right to work in Poland.
• A background check (including criminal records and references) is required for this role.
• NewOrbit are committed to a safe work environment that supports and respects equality, diversity and inclusion within our team. Any form of harassment or inappropriate behaviour will not be tolerated.

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